Bilingual Finance Executive

The Finance Executive is responsible for the integrity of patient financial records, the resolution of payment disputes, and the maintenance of the organization’s professional reputation. This role requires high-level coordination between the Finance and other teams to ensure seamless operations and financial accuracy.

Responsibilities:

Financial Administration & Patient Accounts

• Ensure the strict execution of the sales protocol by accurately managing documentation, verifying State IDs and credit cards for consistency, and securing all required signatures and forms, and confirming adequate surgery pricing and approvals before final processing
• Calculate and elaborate initial patient balances at the 60-day mark and perform final balance audits 24 hours prior to the patient's surgery to ensure all financial obligations are met.
• Maintain the EMR with real-time accuracy, ensuring all patient amounts, balances, and payment receipts are uploaded and up to date.
• Perform regular audits of authorized platforms to identify and cancel expired or unused invoices.
• Act as the primary point of contact for Labcorp payment discrepancies and financial problem-solving regarding refunds and complaints.

Operational Coordination & Call Management

• Generate and distribute invoices for surgical payments. Answer and return all department calls to provide updated balance statements via phone upon request.
• At the 30-day mark, notify the respective departments if patients are unresponsive or have only met the minimum deposit ($250) to optimize surgical scheduling.
• Maintain daily coordination with Team Leaders and the clinic’s Front Desk to manage in-person payments and clinic arrivals.
• Facilitate weekly team briefings to reinforce existing financial policies and introduce new operational guidelines.

Chargeback Prevention & Defense

• Implement and maintain a strict contract protocol designed specifically to mitigate and prevent potential chargebacks before they occur.
• Manage the response process for bank chargeback notifications, including drafting formal response letters and compiling evidentiary packages (contracts, "before and after" photos, email logs, and coordinator notes).
• Actively work on disputes with both the bank and the patient to reach a favorable resolution for the organization.
• Maintain a comprehensive log of all chargebacks received and submit daily status reports to the Team Leader regarding pending and resolved cases.

Reputation Management (BBB Duties)

• Handle the timely resolution and follow-up of all Better Business Bureau (BBB) disputes.
• Implement monthly strategies to improve the organization’s BBB rating, aiming for a consistent increase in grade through proactive review management.
• Target a minimum of two (2) positive reviews and two (2) resolved cases per week, providing a summary report every Friday.

Requirements:

• Must be able to work full-time (Monday to Friday, 8AM - 4:30PM)
• Must be available to work onsite in El Batan, Quito.
• Advanced English and Spanish (both spoken and written).
• Must have previous experience in accounting or finance.
• Must be capable of working independently without direct supervision.
• Must be highly motivated, proactive, and responsible.